Bulk Uploading Student Information

This article provides specific details on bulk uploading basic student information using the powerful bulk upload feature.

The Bulk Upload article provides common general instruction on how to bulk upload various information into Grado. The focus here is on the crucial aspects of the CSV template for basic student information. We will explore the required fields, clarify what information is essential, outline validation requirements, and show the correct format for a successful upload.

Prerequisites

Bulk uploading student information requires at least one degree program existing in the system. For K10, Elementary (elem) and Junior High school (hs) programs already exists in the system.

Bulk Uploading Student Information

Please follow the instructions here.

CSV Template Anatomy

Upon opening the CSV template for bulk uploading student information, you will see the following headers:

The table below outlines what each header mean as well acceptable values and validations for successful bulk upload of basic student information:

Template Header Description Required? Case-Sensitive? Acceptable Values Sample Values Batch Name Student batch name. No. NO School batch name J-2022 Student email Student's school-provided or personal email address. Optional N/A Student email juandelacruz@school.edu.ph Student first name First name/s. Yes. N/A Student first name Juan Student middle name Middle name or middle initial/s. No. N/A Student middle name Carlos Student last name Last name or surname. Yes. N/A Student last name Dela Cruz Student suffix Name suffixes such as Jr., III etc. No. N/A Student suffix Jr Student number School issues student number. If left blank, system will auto-generate. See Student Number Generation. N/A Student number 2018-00624 LRN Student Learner Number. Issued to DepEd K12 students. No. N/A Student LRN 108847120106 Educ Program short name Program shortened name.  Yes, NO Degree program short name given on the the schools degree programs Academic – HUMSS
Elem
HS School specialization name Student's program specialization (e.g. major) No. NO School specialization name STEM
Office Administration Standing year level Current study level of the student.  Yes. NO ["kinder", "-12"]
["grade 1", "grade1", "grade one", "-11"]
["grade 2", "grade2", "grade two", "-10"]
["grade 3", "grade3", "grade three", "-9"]
["grade 4", "grade4", "grade four", "-8"]
["grade 5", "grade5", "grade five", "-7"]
["grade 6", "grade6", "grade six", "-6"]
["grade 7", "grade7", "grade seven", "-5"]
["grade 8", "grade8", "grade eight", "-4"]
["grade 9", "grade9", "grade nine", "-3"]
["grade 10", "grade10", "grade ten", "-2"]
["grade 11", "grade11", "grade eleven", "-1"]
["grade 12", "grade12", "grade twelve", "0"]
["1st year", "1styear", "first year", "1"]
["2nd year", "2ndyear", "second year", "2"]
["3rd year", "3rdyear", "third year", "3"]
["4th year", "4thyear", "fourth year", "4"]
["5th year", "5thyear", "fifth year", "5"]
["6th year", "6thyear", "sixth year", "6"] Grade 1
Grade 7
Grade 11
Third Year Standing term Current term of the student if applicable. Yes. NO ["1st", "first", "1"]
["2nd", "second", "2"]
["3rd", "three", "3"]
["year long", "yearlong", "year_long", "long year"]
["summer", "midsem", "summer/midsem", "midsem/summer", "4"] First
Year long Year of entry Year the student entered the school. Yes. N/A Four digit year 2018
2014 Year Level on Entry Student's study level upon school entry. Yes. N/A ["kinder", "-12"]
["grade 1", "grade1", "grade one", "-11"]
["grade 2", "grade2", "grade two", "-10"]
["grade 3", "grade3", "grade three", "-9"]
["grade 4", "grade4", "grade four", "-8"]
["grade 5", "grade5", "grade five", "-7"]
["grade 6", "grade6", "grade six", "-6"]
["grade 7", "grade7", "grade seven", "-5"]
["grade 8", "grade8", "grade eight", "-4"]
["grade 9", "grade9", "grade nine", "-3"]
["grade 10", "grade10", "grade ten", "-2"]
["grade 11", "grade11", "grade eleven", "-1"]
["grade 12", "grade12", "grade twelve", "0"]
["1st year", "1styear", "first year", "1"]
["2nd year", "2ndyear", "second year", "2"]
["3rd year", "3rdyear", "third year", "3"]
["4th year", "4thyear", "fourth year", "4"]
["5th year", "5thyear", "fifth year", "5"]
["6th year", "6thyear", "sixth year", "6"] Grade 1
Grade 7
Grade 11
Third Year Curriculum Authority Number
No. YES Curriculum’s authority number Acad-HUMSS
HS

Double check information to be uploaded. Of particular note is the LRN, which some spreadsheet programs convert to scientific notation. If saved as a CSV file and closed, the format will be retained and cannot be reconverted back to the proper format.

Notes

Student number: overrides existing if provided. If not provided, system generates it. Year of Entry: defaults to current AY if left blank.